The Litmus Partnership: Elements Diocesan Learning Trust ~ Cleaning Tender

UK-Worcester: School cleaning services.

Section I: Contracting Authority

   I.1) Name, Addresses and Contact Point(s):
       Elements Diocesan Learning Trust
       16 Lowemoor Wharf, Lowesmoor, Worcester, WR1 2RS, United Kingdom
       Tel. +44 1276673880, Email: tenders@litmuspartnership.co.uk
       Main Address: https://edlt.org.uk/
       NUTS Code: UKG12

   I.2) Joint procurement:
      The contract involves joint procurement: Yes          
      In the case of joint procurement involving different countries, state applicable national procurement law: Not Provided
      The contract is awarded by a central purchasing body: No

   I.4)Type of the contracting authority:
      Body governed by public law

   I.5) Main activity:
      Education

Section II: Object Of The Contract

   II.1) Scope of the procurement

      II.1.1) Title: Elements Diocesan Learning Trust ~ Cleaning Tender            
      Reference number: Not Provided

      II.1.2) Main CPV code:
         90919300 - School cleaning services.


      II.1.3) Type of contract: SERVICES

      II.1.4) Short description: The successful Supplier will be required to provide Cleaning services, initially for Christ Church CofE Primary, Church of the Ascension Primary, St Mary’s CE (VC) Primary Schools and Pedmore C of E Primary School.

      II.1.6) Information about lots
         This contract is divided into lots: No
            
      II.1.7) Total value of the procurement (excluding VAT)
          Value: 729,013
                  
         Currency:GBP            

   II.2) Description

      II.2.2) Additional CPV code(s):
      Not Provided

      II.2.3) Place of performance
      Nuts code:
      UKG12 - Worcestershire
   
      Main site or place of performance:
      Worcestershire
             

      II.2.4) Description of the procurement: This is the first time that the Trust has put their cleaning requirement to competitive tender for these four Schools. The service has previously been delivered via an in-house cleaning team in each school.
The Trust is actively considering growing the number of schools during the contract period. Should this happen within the period of this contract, and the provision of cleaning services is required in additional schools, the scope and terms of this contract would also apply. If applicable, the successful Supplier will be expected to provide this service within these schools using the same costing model, ratios etc that they applied to their successful tender submission for the Client at the point of tender submission. The duration of contract for these schools will not be increased and they will join the contract for the remaining contract period that exists at the point of entry into the Trust.
The annual contract value is circa: Christ Church £45K, Church of the Ascension £25K, St Mary’s £24K, Pedmore £22.5K, Total: £116.5K.
Whilst the monthly charge will represent one-twelfth of the contract cost, a reconciliation will take place to reconcile the actual hours worked within the contract. If the hours worked are less than those budgeted for then a credit will be required by the Client. The Client requires that the tendered number of hours are always worked, and the successful Supplier is expected to have a system in place to cover for both planned and unplanned leave.
The basis and rationale that the Client requires the successful Supplier to operate to at all times is being able to provide clean schools that are fit for purpose and that the Supplier is proactive in the management of the contract, thus ensuring that all specifications are achieved and that the frequency of cleans is as detailed within the specification and continued innovation of processes throughout the contract term will be pivotal to the success of the new contract.
The Supplier shall provide a comprehensive cleaning service to the sites to promote a clean, healthy, and safe environment which presents a positive image to all users and visitors.
The sites must always meet health, safety, and environmental standards appropriate to the sites and their use and the successful Supplier must comply with the Client’s health, safety and environmental policies and procedures. The services must be provided so as not to interrupt the routine of the schools.
The general standard of cleaning shall be in accordance with the BICSc Cleaning Standards, with BICSc training given to all cleaning operatives employed within this contract.
We are seeking a suitably experienced Supplier who has current experience of working within the secondary school or HE / FE marketplace, ideally with a strong operational base within the Trust’s area, thus allowing for both adequate contract support and the operational flexibility that is to be delivered in support of the contract as and when required.
The initial scope of the contract covers all cleaning provision within the school buildings at Christ Church, Church of the Ascension, St Mary’s and Pedmore Schools. The successful Supplier will be expected to deliver a concise and detailed method of management reporting at the end of each month thus updating the schools’ senior management team on the contract performance.
The projected cost of cleaning for the current year is circa £116.5K for all buildings (excluding external window cleaning). However, it is believed that through equipment and cleaning material innovation and the effective recruitment, training, and supervision of cleaning staff there is opportunity for improvement. The total time scope for this is 3 years with the opportunity to extend for a further 2 years.

      II.2.5) Award criteria:
       Not Provided

      II.2.11) Information about options
         Options: No
         

      II.2.13) Information about European Union funds
         The procurement is related to a project and/or programme financed by European Union funds: No
         

      II.2.14) Additional information: Please note, this is a contract award notice, this contract has already been awarded


Section IV: Procedure

IV.1) Description

   IV.1.1)Type of procedure: Restricted


   IV.1.3) Information about a framework agreement or a dynamic purchasing system
      The procurement involves the establishment of a framework agreement: No       
      A dynamic purchasing system was set up: No

   IV.1.6) Information about electronic auction
      An electronic auction has been used: No

   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

   IV.2.1) Previous publication concerning this procedure
       Notice number in the OJEU: 2024/S 000-001336
      
   

   IV.2.9) Information about termination of call for competition in the form of a prior information notice
      The contracting authority will not award any further contracts based on the above prior information notice: No

Section V: Award of contract

Award Of Contract (No.1)

   Contract No: Not Provided    
   Lot Number: Not Provided    
   Title: Not Provided

   A contract/lot is awarded: Yes


   V.2) Award of contract

      V.2.1) Date of conclusion of the contract: 06/06/2024

      V.2.2) Information about tenders
         Number of tenders received: 6
         Number of tenders received from SMEs: Not Provided          
         Number of tenders received from tenderers from other EU Member States: Not Provided          
         Number of tenders received from tenderers from non-EU Member States: Not Provided          
         Number of tenders received by electronic means: Not Provided

      V.2.3) Name and address of the contractor

      The contract has been awarded to a group of economic operators: No
         
         Contractor (No.1)
             CleanTEC Services Limited, 04155336
             Unit 2, Handford Court, Garston Lane, Watford, WE25 9EJ, United Kingdom
             NUTS Code: UKH2
            The contractor is an SME: Yes

      V.2.4) Information on value of the contract/lot (excluding VAT)
         Initial estimated total value of the contract/lot: 699,000          
         Total value of the contract/lot: 729,013
         Currency: GBP

      V.2.5) Information about subcontracting
         The contract is likely to be subcontracted: No
         
Section VI: Complementary information

   VI.3) Additional information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement. It will be the supplier's responsibility to obtain any necessary documents in order to submit a response by the closing date and time. The contracting authority reserves the right not to award any or part of the contract which is the subject of this contract notice and reserves the right to terminate the procurement process at any time. The contracting authority will not be liable for any costs incurred by those expressing an interest in tendering for this contract opportunity.
To view this notice, please click here:
https://litmustms.co.uk/delta/viewNotice.html?noticeId=893247107

   VI.4) Procedures for review

      VI.4.1) Review body
          Elements Diocesan Learning Trust
          16 Lowemoor Wharf, Lowesmoor, Worcester, WR1 2RS, United Kingdom

      VI.4.3) Review procedure
         Precise information on deadline(s) for review procedures: Not Provided

      VI.4.4) Service from which information about the review procedure may be obtained
         Not Provided

   VI.5) Date of dispatch of this notice: 03/10/2024

ANNEX A

   I) Address of the other contracting authority on behalf of which the contracting authority is purchasing   
   1: Contracting Authority
       Christ Church Church of England Primary School
       Church Road, Coseley, Bilston, WV14 8YB, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: https://www.christchurchprimary.org/
       NUTS Code: UKG2
   
   2: Contracting Authority
       Church of the Ascension Primary School
       New Street, Wall Heath, Kingswinford, DY6 9AH, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: https://www.chur-ascen.dudley.sch.uk/
       NUTS Code: UKG2
   
   3: Contracting Authority
       St Mary’s Church of England (Voluntary Controlled) Primary School
       Queen Street, Kingswinford, West Midlands, DY6 7AQ, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: http://christ-ch.dudley.sch.uk/
       NUTS Code: UKG3
   
   4: Contracting Authority
       Pedmore Church of England Primary School
       Hagley Road, Pedmore, Stourbridge, DY9 0RH, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: https://www.pedmore.dudley.sch.uk/
       NUTS Code: UKG3